Location: Dublin (onsite)
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Who you are:
We are looking for an Administrative Business Partner to support senior leaders in X's Customers organization. Are you detail-oriented enough to be super-organized amidst chaos, but flexible enough to enjoy the unpredictable nature of our days? Can you integrate well into a busy team that is constantly changing and growing? Your responsibilities will align with your executive’s charter, organization and priorities including oversight of routine matters for a key leader’s office. You are able to execute on your core admin responsibilities with ease using good judgment. You are a confident decision maker, able to resolve a wide range of issues in creative ways. You will proactively anticipate the needs of your leader to become a trusted confidant. You will help drive your leader’s interests and priorities, partner with key stakeholders, be a trusted resource and valued member of the Customers Team, as well as X's Admin team. You possess a natural curiosity to keep your finger on the pulse of the team and build a strong knowledge of the organization’s business and X. You may support additional managers as required.
Responsibilities:
Engages in work as prescribed by X and Admin Function "How We Work" protocols. Acts as a Go-to resource for the team, org.
Calendaring: Meeting scheduling. Ability to optimize for location and travel times. Proactive resolution of calendar conflicts. Calendar is maintained in an orderly and clear manner with respect to discretion and confidentiality. Ability to resolve calendar conflicts using understanding of company, team, structure and priorities. Assure all required information for meetings are populated in a calendar invite. Provide daily monitoring of calendar, flagging conflicts for resolution in a timely manner.
Travel: Planning, coordinating and booking of domestic and international travel while adhering to prescribed Travel & Expense (T&E) policies, including flights, accommodations, car and train. Works with T&E Team, Concur or Amex to resolve issues. Coordinates travel and bookings utilizing and applying understanding of managers preferences and programs for travel. Ability to align calendar and travel to resolve or escalate conflicts. Maintains awareness of external factors that could impact travel and be prepared to address them. Exercises good judgment in the coordination of travel, taking into account travel & layover times, time zones, proximities, standards of facilities and ease of travel.
Expenses: Completes and submits expense reports as prescribed by T&E policy utilizing Concur in a timely manner. Facilitates expense approvals on behalf of the manager as appropriate. Actively resolves expense issues with T&E Team, Concur or Amex to resolve issues. Submits and tracks invoices. Works with procurement teams as needed.
Meeting Support: Supports meeting logistics including calendaring, agenda, notes/follow ups, and supplemental needs, live streaming/recording or IT support as needed. Assists in the planning of All Hands with key stakeholders.
Leadership Meetings: Attends meetings to take notes, and follow-ups for the team.
Admin Functional Support: Works with the admin team to support broader team, org, company level initiatives and events. Actively partners with the Admin Team to respond and resolve requests in a timely manner. Provides back up support to other Admins in their org or to the broader admin team. Acts as a resource within their Org on company policies, tools, organizational knowledge, best practices, etc. Fosters an inclusive, positive and cohesive Admin team culture. Support Admins on their team to execute large meetings, all hands, and broader team initiatives and events to ensure all are executed on time, achieve their stated objectives, and within budget. Provides support for ancillary one-off requests from broader org within reason.
Communications: Creation and maintenance of relevant email and slack groups.
Cultural Initiatives: Supports cultural activities for the team or shared group experiences including celebrations of milestones (i.e. work anniversaries, birthdays) while adhering to X guidelines.
Events: Logistical support and planning of (X) external team events and activities (offsites, meals, milestone & quarterly team activities, seasonal celebrations). Assist in the project planning of offsites and events with the management team including logistics coordination. Awareness and knowledge of where to obtain or reference relevant information in order to comply with policy and stay within budget. May facilitate signatures and approvals for contracts and coordinate invoice payments.
Project Management: Manage ad hoc projects as delegated by the VP of Sales (Europe & Africa) and Sr Director of Sales (MENA)
Key Requirements:
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3-5 years executive assistant experience
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Ability to work autonomously
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Strong organizational skills - diary management; meeting coordination, minute taking; expense reconciliation; travel management
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Strong communication skills
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Ability to maintain confidentiality and respect sensitive information
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Good project coordination skills
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Solution orientated
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Proficient in using gSuite applications and Keynote
